Job Description

OfficerTITLE: Finance Officer TEAM/PROGRAMME: Finance LOCATION: Kapoeta Field office GRADE 4 CONTRACT LENGTH: 8 Months

CHILD SAFEGUARDING: (select only one)

Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff

ROLE PURPOSE:

These values and principles include commitment to the mission of Save the Children International, team orientation, quality management and leadership development, and introducing systems and procedures to strengthen staff motivation and productivity.

The post holder will be responsible for the financial and accounting management, focal point for human resource issues, proper transfer and recording keeping of all transactions as per donor compliance requirements and as per the organizational standards and procedures.

S/he will be responsible for ensuring that key organizational principles and approaches, such as child participation, sound monitoring and evaluation systems, financial control and compliance will be achieved in the period. She/he will be responsible of ensuring that sound financial and accounting system is maintained.

SCOPE OF ROLE:

Reports to Field Manager

Staff directly reporting to this post: None

Budget Responsibilities: None

Role Dimensions

• Internal: All Staff and all Managers at the Save the Children Field Programme level, field manager, Operations Manager, Finance, Logistics, and HR in Juba
• External: County-level sections, Local and International NGOs, and UN Agencies in the field location

KEY AREAS OF ACCOUNTABILITY:

Donor Financial Requirements in the field offices

• Ensure that there is a file for all the donor financial contracts in the field offices with all donor requirements
• Share the information with the relevant staff
• Assist in audit preparations as per the donor requirements.
• Management of both grants and the financial filing system in the field
• Maintenance of the donors' fixed assets register in the field offices

Monthly financial monitoring reports:

• Prepare a performance analysis report for discussion with the Field Manager and other budget holders in the field.
• Ensure that all monthly financial action points are implemented.
• Coordinate the monthly grants finance meeting in the field and periodic grants monitoring meetings.
• Assist the Grants Manager in providing training on budget monitoring systems, grants management procedures, and various donors’ terms and conditions to budget holders in the field

Financial and system controls

• Assist the Finance Manager in developing and maintaining robust and adequate financial internal control systems for cash management in the field offices
• Ensuring all costs are coded properly by reviewing the ‘accountant check’ for all PR’s and payments.
• Reviewing offices, ensuring they are properly coded before upload
• Make payments after verification of the accuracy, validity, and legitimacy of all documentation, ensuring completeness of financial documents (purchase requests, work orders, pro forma invoices), proper coding, and approval by responsible managers before payments are made
• Ensure organization’s creditors in the field are paid promptly.
• Reconcile creditors’ statements to ensure that all bills have been paid and no disputes arise between the Organization and the creditors with regard to the timely payments of their bills
• Prepare invoices for staff on private use of the organization’s resources, such as vehicles, and recover the same promptly from the staff.

Cash Forecast and monitoring

• In coordination with the program staff and Finance Officer in Juba, ensure realistic cash forecasts are provided by budget holders, and place the cash transfer request for the field offices.
• Monitor that expenditure is incurred only against the approved cash forecast and any deviations approved by the field manager before the expenditure is incurred.
• Prepare a cash monitoring report every month to show if cash is spent in accordance to the purpose (budget lines) it was requested.

Cash management

• Monitor cash balances and transfers at field locations.

Monthly returns

• Prepare and submit the monthly project offices on time
• Reconcile the monthly cash and float balances
• Performs any other duties and tasks, which are commensurate with the responsibilities and level of the post..

Working Contacts

• Internal: All Staff and all Managers in Save the Children Field Programme level, field manager; Operations Manager, Safety and Security Manager Logistics and HR in Juba
• External: County level sections, Local and International NGOs, and UN Agencies in the field location

BEHAVIOURS (Values in Practice)

Accountability:

• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future-oriented, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships with their team, colleagues, members, and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS

• Professional qualifications in Accounting: CPA II or a Degree in accounting.

EXPERIENCE AND SKILLS

• At least two year’s INGOs experience especially in Budget setting and financial accounting
• Proven audit experience
• Proven skills on managing changes, achieving results, ensuring quality, team building and capacity building.
• Strong computer skills, especially on Accounting packages
• Ability and willingness to work under pressure as part of a professional team.
• Excellent interpersonal skills, including cultural sensitivity, assertiveness and negotiating skills.
• Willingness to travel to field offices occasionally

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.